Specialized Variable Data and Mail Merge Printing Services

The Texas Health and Human Services Commission (HHSC) is seeking specialized variable data and mail merge printing services for two annual surveys: the Adult Mental Health Survey (approximately 3,800 recipients) and the Youth Services Survey for Families (approximately 6,400 recipients). The comprehensive contract requires a contractor to perform multiple complex tasks including merging confidential consumer address information, printing documents, folding, envelope insertion, mailing letters and surveys, tracking online and paper responses, and entering paper survey responses into an online survey tool. Bidders must demonstrate a minimum of three years of relevant experience and provide three verifiable references for current or previous contracts of similar size and scope within the last two years. The solicitation (HHS0015168) requires strict compliance with HIPAA and GDPR regulations to protect confidential consumer information. Key dates include a February 11, 2025 deadline for questions and a February 26, 2025 bid response deadline at 10:30 am CT. The initial contract term will begin upon award and expire on August 31, 2025, with four optional one-year renewal periods potentially extending through August 31, 2029. Award will be made to the bidder providing best value to the state, considering pricing, qualifications, and ability to meet performance requirements.

The procurement includes a significant Historically Underutilized Business (HUB) subcontracting requirement, with a 26.0% HUB utilization goal for the "Other Services" category. Vendors must submit a comprehensive HUB Subcontracting Plan and can demonstrate compliance through five methods: using only HUBs, participating in the Mentor-Protege Program, meeting or exceeding the HUB contract goal, solicitation, or self-performance. Subcontracting opportunities are mandatory for contracts valued at $100,000 or more, with strict documentation requirements including written notifications to HUB vendors and trade organizations. The historical spend for similar services was $90,000 for the period June 28, 2024 to November 30, 2024, suggesting a potential annual contract value in that range. Bidders must complete multiple detailed forms, including a Security and Privacy Initial Inquiry (SPI), which requires comprehensive information about the organization's privacy and security practices, workforce training, and compliance with various confidential information handling regulations. Notably, the solicitation prohibits offshoring of confidential information unless specific security requirements are met, emphasizing the critical nature of data protection in this procurement.